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2011 Online Performance Review of Tenured and Tenure-Track Faculty

2011 Online Performance Review of Tenured and Tenure-Track Faculty. Shane Colter, OIT. 2010 - System Usage. Reviews: 379/945 (~39%) across 5 colleges & 21 depts Arts and Sciences (15/20 depts ), 290 Business Admin (4/6 depts ), 58 Social Work, 16

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2011 Online Performance Review of Tenured and Tenure-Track Faculty

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  1. 2011 Online Performance Review of Tenured and Tenure-Track Faculty

    Shane Colter, OIT
  2. 2010 - System Usage Reviews: 379/945 (~39%) across 5 colleges & 21 depts Arts and Sciences (15/20 depts), 290 Business Admin (4/6 depts), 58 Social Work, 16 School of Architecture, 12 (not completed) Educational Leadership & Policy Studies (CEHHS), 3 Survey: 122/435 users (~28%) completed in mid Dec including 12 dept heads & 3 deans >70% agreed system was useful and easy to use
  3. 2010 - Problems & Suggestions Faculty Members (FMs) attaching &submitting files accidentally indicating dissent Dept. Heads (DHs) & Deans more on-screen instructions larger rating buttons faculty non-compliance automated reminders to faculty to complete email DH when ready for review
  4. 2011 – Changes Implemented Modifications Clarified FM instructions to attach a document and submit to DH Larger rating buttons on evaluation form Option for DH to share ratings with FM before face-to-face meeting Clarified instructions for FM to request a 2-week response hold (i.e., dissent) Department field added to Worklist for deans & Provost for use to sort/group
  5. 2011 – Changes Implemented New features DH email notification when FM completes review Two-week period for FM to sign after DH before auto-advancing to Dean email notification to FM at one & two weeks FM & DH email notification when Dean adds an attachment (with or without changing review) “Reports by Organization” displays #of reviews at each stage by dept or college
  6. Online Faculty Review System—Details Seven-step workflow based on Part II.B. of the Manual for Faculty Review: Initiated Department Head Evaluating Department Head Complete –Awaiting Confirmation of Face-to-Face Meeting Faculty Member Signing Dean’s Office Provost’s Office Review Complete
  7. Online Faculty Review System—Details Department heads manage the process (II.B.1.) Works with all modern browsers/computers Supports 22 file types for attaching supporting documents. PDF, Word, Excel, images, audio, video, text, etc. Users can only delete attachments they submitted and only at the same workflow step
  8. Online Faculty Review System—Details Supports additional rating areas beyond Teaching/Research/Service for each college e.g., Professionalism for Business Admin Reviews may be “rolled back” Roll back and deletion are only available to DHs as per the Manual Addresses the two-week written response requirement by placing a review on “hold” for duration or until the respective user releases it
  9. Online Faculty Review System—Details Electronic notification Faculty members via email When initiated When dept head signs/confirms If/when dean attaches a file (DH sent email, too) If/when dean changes ratings (DH sent email, too) When complete Dept heads, deans, & Provost via system Worklist Dashboard MyUTK portal—For Your Review (FYR) integration DH email when FM initially submits
  10. Online Faculty Review System—Benefits Readily accessible, real-time status updates More secure than paper-based system Electronic records expedite work flow Documents all steps & changes Can sort data within college/dept by progress Aggregate data reports for dept heads, deans & Provost
  11. Dept Head View
  12. The Worklistis a web page that lists faculty reviews that the Dept Head has initiated but not yet signed.
  13. The Dashboard is a web page that lists all faculty reviews that the Dept Head has initiated. The reviews may be in various stages of the review process indicated in the Review Status column.
  14. Faculty View
  15. WF Step (Workflow Step) – indicates the stage of the review process at which the file was uploaded. Note: A document can be deleted only by the person who added it and at the stage of the review process when it was attached.
  16. Dept Head View
  17. The Roll-backbutton/page can be used to return the faculty member’s review to any of the previous steps of the workflow. Note: Attached documents are not removed after the review is “rolled-back” to previous steps of the review.
  18. Faculty View
  19. Next steps: Dept Head & faculty member have a conference to discuss review This action happens outside the online system. Dept Head confirms/digitally signs the review After the meeting 2 scenarios are possible: Dept Head confirms/digitally signs the Faculty Annual Review as is. Dept Head changes the ratings that s/he previously entered and confirms/digitally signs the Faculty Annual Review.
  20. Dept Head View
  21. Dept Head View
  22. Faculty View
  23. If FM doesn’t sign within 1 week, email reminder is sent. After 2 weeks, review is auto-advanced to Dean with FM signature line:“Auto-advanced after 2 weeks without signature” (can rollback)
  24. Dept Head View
  25. Dean’s View
  26. Dean’s View
  27. Faculty View
  28. Two options for submitting a written response: As an electronic document (via Attachments button) By typing on the web page (via the Commentstextbox)
  29. Faculty View
  30. Online Faculty Review System—Support OIT Help Desk available to assist via 974-9900 or http://help.utk.edu
  31. Online Faculty Review System—Support OIT Help Desk available to assist via 974-9900 or http://help.utk.edu Built-in help materials PDF User Guides by role
  32. Online Faculty Review System—Support
  33. 2011-2012 Schedule for Retention and Annual Evaluations of Tenure-Track Faculty http://provost.utk.edu/tenure/calendar/
  34. Online Faculty Review System—Next Steps Request DH/dean proxies Request any additional evaluation categories (e.g., Professionalism for Business Admin) Review FM counts & depts via Percentages by College and Department Report Questions???
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